Role-based absences and details change HR requests
To support role-based absences, Sparkrock 365 includes HR request functionality for the Process Type of Details Change.
This functionality is visible or enabled when on the Advanced HR Setup page, Role-Based Absences is turned on.
Code of 30-DETAILS CHG
Sparkrock 365 includes HR request functionality for the Process Type of Details Change and the HR Reason Code of 30-DETAILS CHG to support the role-based absences feature.
This functionality is visible or enabled when on the Advanced HR Setup page, Role-Based Absences is turned on.
Attendance Management FastTab
On the HR Request-Details Change page, after you specify a value for HR Emp. Assignment, Sparkrock 365 populates the new Attendance Management FastTab with the respective Attendance Plan Code, Approval Group Code, Weekly Work Schedule, and Absence Calendar from the default attendance plan that is assigned to the HR position.
If required, you can edit the values for Attendance Plan Code, Approval Group Code, Weekly Work Schedule, and Absence Calendar.
Attendance plan remains the same
When the attendance plan remains the same or in other words, there is no change to the attendance plan code, Sparkrock 365 performs the following tasks:
- Duplicates the employee attendance plan lines, including balances.
- Sets the value of HR Emp. Assignment Entry No. on the employee attendance plan lines to have the number that represents the new assignment.
- Sets the value of HR Emp. Assignment Entry No. on employee absences or absence registration records to have the number that represents the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
The timing of these tasks depends on the Effective Date. When the Effective Date is less than or equal to the work date, Sparkrock 365 transfers all employee attendance plan lines from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment. Alternatively, when the Effective Date is in the future, Sparkrock 365 creates a scheduled task that performs the following steps when the Effective Date is reached:
1. Transfers all employee attendance plan lines from the old assignment to the new assignment.
1. Deletes the employee attendance plan lines of the old assignment.
Up until the Effective Date, Sparkrock 365 provides the capability for users to view the employee attendance plan lines and request absences for the old assignment.
Attendance plan is new
When the attendance plan is new, Sparkrock 365 performs the following steps:
- Creates employee attendance plan lines for the new attendance plan.
- Sets the value of HR Emp. Assignment Entry No. to have the number that represents the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
Sparkrock 365 only creates employee attendance plan lines for causes of absence that are associated with the new attendance plan. For causes of absence that are not associated with the new attendance plan, the value of HR Emp. Assignment Entry No. on related employee absences or absence registration records continue to have the number that represents the old assignment. This design ensures that when there are existing balances for causes of absences that are not associated with the new attendance plan, a user can view those balances, and then take the necessary action, for example, process a payout or manually move balances to the new assignment.
The timing of the steps depends on the Effective Date. When the Effective Date is less than or equal to the work date, Sparkrock 365 transfers attendance plan lines from the old assignment to the new assignment for causes of absence that are associated with the new attendance plan, and then deletes the employee attendance plan lines of the old assignment. Alternatively, when the Effective Date is in the future, Sparkrock 365 creates a scheduled task that performs the following steps when the Effective Date is reached:
1. Transfers attendance plan lines from the old assignment to the new assignment for causes of absence that are associated with the new attendance plan.
1. Deletes the employee attendance plan lines of the old assignment.
Up until the effective date, Sparkrock 365 provides the capability for users to view the employee attendance plan lines and request absences for the old assignment.
Example
The following example illustrates the processing outcomes.
An employee has the following assignments.
| Assignment # | Effective Date | Cause of Absence Code | Days |
|---|---|---|---|
| 25 | 1/15/2024 | VAC | 10 |
| 15 | 6/1/2023 | VAC | 10 |
The employee moves from their old assignment (15) to their new assignment (25) on the effective date.
The following table illustrates the scenarios and outcomes after the details change HR request is processed.
| Scenario | Outcome |
|---|---|
| The employee takes 10 days of vacation before 1/15/2024 | Sparkrock 365 deducts all 10 days from assignment #15. On 1/15/2024, assignment #25 starts with 0 days. Sparkrock 365 adjusts the balance because the days were taken from assignment #15. |
| The employee takes 3 days of vacation before 1/15/2024 | Sparkrock 365 deducts the 3 days from assignment #15. On 1/15/2024, assignment #25 starts with 7 days. |
| The employee takes 10 days of vacation after 1/15/2024 | On 1/15/2024, assignment #25 starts with 10 days. |
| The employee takes 10 days of vacation between 1/10/2024 and 1/20/2024 | Sparkrock 365 calculates the number of days that were requested. Sparkrock 365 determines the number of days before 1/15/2024 to be 4, and then deducts the 4 days from assignment #15. Sparkrock 365 adds the remaining balance of 6 days to assignment #25 before reducing the hours. |
Reversal
In the event that the details change HR request is reversed, Sparkrock 365 reverses all changes and if necessary, deletes scheduled tasks so that the attendance plans and assignments appears the same as before the HR request was processed.
HR Reason Code of 55-FTE REDUCE, 60-COLA INCREASE, and 65-PROGRESS
When you process the HR request, Sparkrock 365 performs the following steps:
- Duplicates the employee attendance plan lines, including balances.
- Sets the value of HR Emp. Assignment Entry No. on the employee attendance plan lines to have the number that represents the new assignment.
- Sets the value of HR Emp. Assignment Entry No. on employee absences or absence registration records to have the number that represents the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
The timing of the steps depends on the Effective Date. When the Effective Date is less than or equal to the work date, Sparkrock 365 transfers all employee attendance plan line from the old assignment to the new assignment, and then deletes the employee attendance plan lines of the old assignment. Alternatively, when the Effective Date is in the future, Sparkrock 365 creates a scheduled task that performs the following steps when the Effective Date is reached:
- Transfers all employee attendance plan lines from the old assignment to the new assignment.
- Deletes the employee attendance plan lines of the old assignment.
Up until the effective date, Sparkrock 365 provides the capability for users to view the employee attendance plan lines and request absences for the old assignment.
See also
Process HR requests
Role-based absences
Employment Data & Analysis System (EDAS) reporting
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